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1 | 1 | --- |
2 | 2 | title: Edit Expenses |
3 | | -description: Learn how to edit expenses in Expensify, including restrictions and permissions. |
4 | | -keywords: [Expensify Classic, edit expenses, merge expenses, split expenses, delete expenses] |
| 3 | +description: Learn how to edit, split, merge, or delete expenses in Expensify, including permissions, limitations, and helpful tips for SmartScan or company cards. |
| 4 | +keywords: edit expenses, split expenses, merge expenses, delete expenses, Expensify Classic, expense permissions, company card, SmartScan, Workspace Admin |
5 | 5 | --- |
6 | 6 |
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7 | 7 | <div id="expensify-classic" markdown="1"> |
@@ -97,7 +97,7 @@ Each split becomes its own expense, and the image of the same receipt is attache |
97 | 97 | You can merge two duplicate expenses into one consolidated entry. This is useful when the same purchase appears twice—once as a SmartScanned receipt and once as an imported credit card transaction. |
98 | 98 |
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99 | 99 | 💡 **Things to know before merging expenses:** 💡 |
100 | | -- Merging expenses cannot be undone |
| 100 | +- Merging expenses cannot be undone. |
101 | 101 | - You cannot merge two credit card expenses. |
102 | 102 | - Ideally, credit card expenses also include a SmartScanned receipt. If your admin has enabled eReceipts (U.S. only), low-value expenses may show a QR code as the receipt image. |
103 | 103 |
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@@ -166,29 +166,37 @@ Yes. The same image will appear on all the split expenses for easy reference and |
166 | 166 | ## Can I apply different categories or tags to each split? |
167 | 167 | Absolutely! That's one of the main benefits of splitting an expense — you can customize each part individually. |
168 | 168 |
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169 | | -## Can Expensify automatically merge a cash expense with a credit card expense? |
| 169 | +## Can Expensify automatically merge cash and card expenses? |
170 | 170 |
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171 | | -Yes! When a SmartScanned receipt matches an imported credit card transaction by date and amount, Expensify merges them automatically. |
| 171 | +Yes. Expensify auto-merges SmartScanned receipts with matching card transactions by date and amount. |
172 | 172 |
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173 | | -- If the SmartScan comes first, the card import will merge. |
174 | | -- If the card transaction comes first, the SmartScan will merge once complete. |
175 | | -- Expensify uses the SmartScanned merchant name over the one from the card feed. |
| 173 | +- If the receipt comes first, the card transaction merges into the receipt. |
| 174 | +- If the card comes first, the receipt merges into the card. |
| 175 | +- Merchant names from SmartScan will override merchant names from the card. |
| 176 | +- Merging can occur even after reports are submitted, approved, or reimbursed. |
176 | 177 |
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177 | 178 | **Merging won't happen automatically:** |
178 | | -- If you manually stop SmartScan. |
179 | | -- If the expenses were created via the [Expense Importer API](https://integrations.expensify.com/Integration-Server/doc/#expense-creator). |
| 179 | +- SmartScan is skipped. |
| 180 | +- Expenses were created via the [Expense Importer API](https://integrations.expensify.com/Integration-Server/doc/#expense-creator). |
| 181 | +- Currencies differ and the report is submitted. |
| 182 | + |
| 183 | +## Should I wait for merging before submitting reports? |
| 184 | +No need to wait. Matching expenses can still merge post-submission. |
| 185 | + |
| 186 | +- **Personal cards**: Will merge if reimbursable status matches, or only when the report is Open. |
| 187 | +- **Company cards**: Merge regardless of status, unless it changes the reimbursable total of a submitted report. To prevent issues, default cash expenses to non-reimbursable. |
180 | 188 |
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181 | 189 | ## Why didn’t my expenses merge automatically? |
182 | 190 |
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183 | 191 | **Here are some common reasons:** |
184 | | -- The cash receipt was not SmartScanned. |
185 | | -- The transaction dates are different. |
186 | | -- Amounts differ (in the same currency). |
187 | | -- Amounts exceed a 5% difference in foreign exchange (FX) rates. |
188 | | -- The transaction is over 90 days old. |
189 | | -- One of the duplicates already merged with a third entry. |
190 | | -- The cash expense was already submitted, reimbursed, or exported before the card import. |
191 | | -- The card and receipt are in different Expensify accounts. |
| 192 | +- Receipt wasn’t SmartScanned. |
| 193 | +- Transaction dates don’t closely match. |
| 194 | +- Amounts differ (for expenses in the same currency). |
| 195 | +- Foreign exchange difference exceeds 5% (for expenses in different currencies) |
| 196 | +- The transaction is older than 90 days. |
| 197 | +- One of the expenses was already merged with another expense. |
| 198 | +- Receipt is reimbursable and report is submitted. |
| 199 | +- Expenses are in different Expensify accounts. |
192 | 200 |
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193 | 201 | You can still merge expenses manually if both are **Unreported** or **Open** and exist in the same account. |
194 | 202 |
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